Senior Administrative Assistant – CHC Oakland

Overview

The California Endowment is seeking a Senior Administrative Assistant to join the Center for Health Communities, Oakland team.  This position is fully on-site.

Position Summary: 

The Senior Administrative Assistant provides administrative and clerical support for conference center staff.

Position Accountabilities:

• Processes requests for conference space and maintains booking log.
• Processes EMS new user requests for all CHC locations
• Front desk receptionist for the conference center and The Endowment
• Manages badging and serves as liaison with Endowment staff for guests to upper floors.
• Answers the telephone promptly and courteously, provides assistance or accurately records messages and delivers to the appropriate party in a timely manner.
• Reads and routes incoming mail and prepares outgoing correspondence and packages.
• Manages the flow of information into and out of the office and ensures appropriate documentation is maintained at all times.
• Maintains calendars and synchronizes with master department calendar as needed; makes necessary arrangements for appointments, meetings, seminars, conferences or travel in a timely manner.
• Routinely schedules appointments and other events, notifying all participants in a timely manner.
• Provides logistical support to meetings and other events to ensure successful outcomes; locates meeting sites and arranges catering, audiovisual and other room/meeting requirements, may provide other meeting support such as agenda and materials preparation, attend meeting and record and distribute minutes or other meeting documentation.
• Accurately enters and updates data and maintains the integrity of relevant databases.
• Edits and types a variety of correspondence, memos and checks requisitions and effectively composes other routine correspondence.
• Compiles and completes reports with charts, graphs, tables and presentations for review and approval.
• Monitors supply levels and maintains adequate inventory to ensure maximum productivity.
• Creates and maintains functional filing systems (electronic and hard copy).
• Assists in managing check-in and directional needs for all conferences at the center.
• Assists in giving tours of the facility
• Works closely with the Events Coordinator to ensure that the business center is maintained and staffed at all times.
• Maintains cleanliness and organization of copy room/common work spaces of center
• Assists and supports special projects as assigned.

Qualifications:

• 5 – 7 years administrative support experience in a multi-task, deadline oriented environment; preferably in grant making, nonprofit, or related institution.
• Proficiency in Microsoft Office and experience in electronic scheduling, and reimbursement processes.
• Strong interpersonal and communication skills.
• Excellent organizational skills and the ability to work independently.
• Exercises The Endowment’s values in all contact with staff and clients.
• Enjoys working in a multicultural environment.

Minimum Education:

• Bachelor’s Degree preferred or equivalent experience.

Salary Range: 

Full Position Range: $26.56 – $39.84/hour

Target Hire Range: $26.56 – $33.20/hour

TCE Benefits and Perks: 

• Shared medical and dental premiums for employees and eligible dependents
• 100% employer-paid benefits: vision, life and AD&D, STD, LTD and employee assistance program
• Health Care and Dependent Care Flexible Spending Accounts
• Reimbursement towards gym fees and/or wellness program and mental health care
• 9-80 schedule with synchronized off days
• Hybrid work schedule available for most positions
• 11 paid holidays + paid winter holiday closure
• Generous paid time off (PTO)
• 401k plan with generous employer match and contributions
• Matching gifts program
• Paid parking or public transportation subsidy
• Professional development and training opportunities
• Tuition Reimbursement Program
• Monthly BYOD stipend

The California Endowment’s goal is to hire qualified staff reflecting the rich diversity of all Californians.  We are proud to be an equal opportunity employer committed to advancing health and racial equity in California.  We are committed to creating a work environment in which all individuals are valued and respected.  We encourage applicants from diverse backgrounds. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status, and prior criminal history, in accordance with local, state and/or federal laws.

If you need a reasonable accommodation to search for a job opening, apply for a position, or participate in the interview process, please connect with us at hrforms@calendow.org and describe the specific accommodation request for a disability-related limitation.

Tagged as: administrative support